School Office Coordinator Secondary 

Department/site: Pupil Services

Salary Grade: 110, Step 1 – Step 13, $19.39 - $27.65 (DOE); 5% Spanish bilingual stipend 

Carpinteria Unified School District is currently hiring for a School Office Coordinator Secondary position to be located in the Pupil Services department of the District. The selected candidate will report directly to the Director of Special Education.

Experience with SIRAS software systems (Special Education Management Systems) preferred.

Bilingual in Spanish is required for parent communication and IEP meeting translation; we are offering a 5% bilingual stipend in addition to base pay.

Summary:

 Performs responsible and complex secretarial and clerical duties for a Principal of a secondary school; and assists the Principal by performing routine administrative tasks and coordinating the workflow and clerical support activities of the school office.

Distinguishing Career Features:

The School Office Coordinator Secondary is the final in a career path designated for office leadership. In general, the Coordinator Secondary has functional responsibility for a middle/high school office or the equivalent program in scope. The Coordinators Elementary and Secondary organize, oversee, and perform specific duties, although they may vary site-to-site. On behalf of the Principal, the Coordinators organize work to optimize available staffing and timelines, all the while applying knowledge of general office and information flow, attendance, registration, and budget. Advancement to a School Office Coordinator Secondary is based on need, compliance with job qualifications, and requires the ability to develop, install, and monitor work methods and standards that are effective, efficient, and comply with District needs. Advancement to Coordinator Secondary also requires the ability to assume these responsibilities in a secondary school or program of similar scope.

Essential Duties and Responsibilities:

Coordinates school office activities. Coordinates communications regarding school activities, events and timelines to relieve the Principal of routine administrative detail.

Provides work direction and guidance to other clerical staff and volunteers as assigned. Evaluates, organizes, and assigns work to optimize support staff time that is available.

Performs secretarial duties for the Principal and other school administrators. Composes letters, memoranda, and bulletins independently within scope of authority. Schedules appointments and maintains calendar. Oversees distribution of mail.

Assists in the preparation of the school budget. Researches expenditure trends. Organizes budget and financial material to monitor expenditures and maintains accurate fiscal records for a variety of programs. Maintains a variety of files. 

Monitors student attendance to maximize average daily attendance. Reviews weekly and other reports to verify and compare enrollment trends, determine correctness of information, and prepare monthly reports to the District. Prepares mandated reports used for reimbursement. 

Collects, deposits, and accounts for money collected in conjunction with fund-raising and other student and school activities. Administers a revolving cash fund. Issues receipts.

Processes certificated and classified payroll items. Maintains absence records and reports with respect to personnel. Assists substitute teachers and classified personnel by providing them with keys and materials. Prepares substitute personnel time sheets and releases or retains the substitute at the end of the day.

Arranges meetings. Notifies participants, prepares agenda and materials, records minutes, transcribes and distributes as directed.

Coordinates the school office activities acting as contact and reference source for staff, students, parents, and the public.

Provides information over the phone or in person to parents, students, or school personnel as appropriate. Resolves routine matters and routes calls to appropriate personnel on complex issues, as necessary.

Types, and may compose from rough drafts or verbal instructions, a variety of materials including master schedules, letters, memoranda, requisitions, lists, bulletins, reports, and statistical data.

Requisitions, receives, stores, and distributes supplies and office materials. Maintains materials and equipment inventory. 

Performs research as directed by the Principal. Computes and compiles information and statistical reports. 

Reports and facilitates scheduling of necessary repairs to buildings and equipment.

Participates in the registration of students and related activities.

Arranges for and may directly perform translating duties.

Performs related duties and responsibilities as required to accomplish the objectives of the position. 

Performs other duties as assigned that support the overall objective of the position.

Qualifications

Knowledge and Skills: 

The position requires a thorough knowledge of office practices, procedures and equipment, including filing systems, receptionist and telephone techniques, and letter and report writing. Requires advanced knowledge of personal computer based software programs that support this level of work, including but not limited to word processing, spreadsheet, presentation graphics, special applications used at the site, and data entry onto custom databases. Requires an in-depth knowledge of student data systems. Requires skill at facilitating problem-solving processes. Requires sufficient math skills to perform financial and statistical record keeping. Requires sufficient knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence. Requires sufficient human relations skill to work productively and cooperatively with diverse groups within and outside the District, and exercise patience when dealing with internal and external customers, and convey technical concepts.

Abilities:

Requires the ability to independently perform all of the duties of the position. Requires the ability to accurately take and transcribe and/or meeting minutes/recollections. Must be able to learn, interpret, explain and apply knowledge of District and site organization, operations, programs, functions, special terminology used in the organization unit, and labor agreements to relieve an administrator or program director of a variety of administrative details. Requires the ability to prepare spreadsheets, graphs and charts, and enter, import, and export data to and from databases. Requires the ability to plan, organize, and prioritize work in order to meet schedules and timelines. Requires the ability to communicate with staff and customers using patience and courtesy, and in a manner that reflects positively on the organization unit.

Physical Abilities:

The position incumbent must be able to function indoors in an office environment engaged in work of primarily a sedentary nature. Requires ambulatory ability to sit for extended periods of time, to utilize microcomputers and peripheral equipment, accomplish other desktop work, and to move to various locations. Requires the ability to use near vision to read printed materials. Requires auditory ability to carry on conversations in person and over the phone. Requires the ability to retrieve work materials from overhead, waist, and ground level files. Requires manual and finger dexterity to write, use a pointing device and keyboard at an advanced rate, operate microcomputer, and to operate other standardized office equipment, almost constantly requiring repetitive motions. 

Education and Experience:

The position typically requires knowledge equivalent to a high school diploma, supplemental college business courses, and 6 years of progressive experience in a clerical, financial, and secretarial capacity. Alternatively, an Associate’s Degree and four years of progressive secretarial experience would be acceptable. 

Licenses and Certificates:

May require a valid driver’s license.

Working Conditions:

 Work is performed indoors where minimal safety considerations exist.